Marketing Project Manager

ICIVICS INC. • Cambridge, MA

7d • $70,000 - $75,000 • Remote

About The Position

The Marketing Project Manager will work closely with the Senior Director of Marketing and the broader marketing-communications team to manage recurring budget, project management, vendor coordination, contract processing support, event coordination, and operational support functions. This person will help maintain accurate records, track deadlines and dependencies, support cross-functional coordination, process vendor-related documentation, and identify practical ways to improve team workflows over time. In this role, they will also gain exposure to and support initiatives across product marketing, event marketing, and communications, building a broader understanding of how marketing functions operate together and across the organization.

Requirements

• 2 - 4 years of experience in project management, marketing coordination, operations support, or a related role
• Strong organizational skills and attention to detail
• Experience managing process, timelines, tasks, and follow-up across multiple stakeholders
• Comfort working in work management tools such as Asana or similar platforms
• Basic understanding of budget tracking, invoice coordination, or expense management processes
• Experience supporting event coordination, conference planning, or similar event-related projects
• Experience coordinating with external vendors and tracking event-related invoices, contracts, payments, materials, or logistics
• Experience using spreadsheets and standard workplace tools (Google Workspace or Microsoft Office)
• Strong written and verbal communication skills
• Ability to work independently in a fully remote environment while staying responsive and collaborative

Nice To Haves

• Experience supporting a marketing and/or communications team
• Familiarity with Concur
• Experience supporting vendor coordination, contract routing, or purchasing processes
• Experience documenting workflows, templates, or procedures
• Experience coordinating conference booths, printed materials, shipping, signage, registration, or event staffing plans.
• Demonstrated interest in project management, operations, or workflow coordination, with a desire to grow skills over time
• CSM or CAPM certification a plus

Responsibilities

• Maintain project plans, timelines, owners, due dates, and dependencies in Asana.
• Help keep recurring marketing work and time-based projects current and organized.
• Follow up with team members on deadlines, blockers, and outstanding tasks.
• Support consistent team use of Asana for planning, tracking, and visibility.
• Help prepare project status updates and simple progress views for team and leadership use.
• Surface risks, delays, or cross-functional dependencies early so they can be addressed.
• Drive coordination across departments to help keep projects moving.
• Track deliverables that require input, review, approval, or handoff from other teams.
• Design and manage processes to ensure next steps, deadlines, approvals, and handoffs are clear and documented.
• Capture and organize action items and follow-up needs when necessary to project continuity.
• Coordinate across marketing, communications, product, learning services, finance, and external partners to help keep event-related work moving.
• Track event deliverables that require input, review, approval, or handoff from other teams.
• Manage monthly reconciliation of actual expenses against budget.
• Manage grant expense tracking to support timely drawdown of funds and accurate reporting.
• Maintain organized budget tracking documents and records.
• Gather, review, and organize invoices, spend records, vendor documentation, and related materials.
• Support the processing, tracking, and coordination of external vendor contracts through approved internal workflows.
• Coordinate vendor paperwork, invoice follow-up, payment status questions, and contract-related documentation as needed.
• Support event budget tracking, including vendor estimates, invoices, deposits, shipping costs, materials, travel-related expenses, and final reconciliation.
• Maintain event-related budget records and documentation to support accurate forecasting, reporting, and expense tracking.
• Support event vendor coordination, including tracking vendor agreements, deadlines, deposits, invoices, W-9s, payment needs, and related logistics.
• Partner with internal stakeholders to help ensure vendor and contract information is complete, accurate, and submitted on time.
• Flag discrepancies, missing information, timing issues, or contract process risks for review.
• Prepare clean, accurate inputs to support reforecasting and budget planning discussions led by others.
• Partner with internal stakeholders to ensure budget information is current and complete.
• Support coordination of marketing-led events, conferences, and other organizational event needs where marketing plays a planning or execution role.
• Maintain event timelines, task lists, owners, deadlines, and dependencies in Asana or other planning tools.
• Coordinate event logistics, including timelines, shipping needs, materials, signage, handouts, registration details, staffing plans, production needs, and day-of support documentation.
• Support coordination with external event vendors, including venues, printers, production partners, shipping providers, promotional product vendors, booth vendors, and other event-related contractors.
• Track vendor agreements, invoices, deposits, payment deadlines, W-9s, contract status, and related documentation.
• Coordinate with finance, legal, procurement, and internal stakeholders to help ensure event vendor paperwork, contracts, invoices, and payments are submitted accurately and on time.
• Help gather event requirements from internal stakeholders and translate them into clear project plans, task lists, and timelines.
• Support pre-event planning meetings, capture action items, and follow up on outstanding needs across teams.
• Maintain organized event records, including budgets, invoices, vendor details, timelines, run-of-show documents, shipping records, and post-event notes.
• Support post-event wrap-up by tracking final invoices, organizing materials, capturing process notes, and identifying practical improvements for future events.
• Surface event-related risks, delays, missing information, or decision points early so they can be addressed.
• Document and maintain repeatable workflows, templates, and project processes to support consistency and visibility across team operations.
• Surface practical opportunities to improve efficiency and support implementation of approved improvements.
• Support stronger internal organization across the marketing team’s different functions.

Benefits

• Medical options with $0 deductible (covered by us)
• 100% remote (US) with flexible hours to fit your life
• 5 weeks PTO + Winter Break + Summer Fridays + a guaranteed 4-day July 4th weekend
• 12 weeks of 100% paid parental leave
• Annual professional development stipend
• In-person annual staff retreat to bond with your team

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed